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Policies

Abandoned Property
Equipment or accessories left in our possession over 60-days will become our property to dispose of or sell as we see fit.  The customer will receive a final notification when this date is approaching by email and will have 3-working days to make arrangements to release the item.  These may include but are not limited to: Items on hold for non-payment of repairs, work estimate on hold, goods damaged by your shipper on hold for inspection etc..


Cancelled Orders
Orders cancelled after shipment of the item(s) to the customer are subject to the standard return-policy terms and conditions stated on this page.   


Children's Privacy
Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.  


Coupons
All coupon codes can only be used at the time of checkout. No credit or refund if you forgot to enter the code and the item has shipped. Coupons are only good for the time period stated. Unless otherwise specified, all coupons have no cash value. Coupons and their face value cannot be exchanged for cash or gift cards. Coupons may not be applied against any free item received in any offer. A negative balance due will be rounded up to $0.00 if for some reason the coupon discounts equal more than the total of the order. A coupon can be only used once per order.


Damage Claims
Please do not accept cartons that have been damaged in transit unless the damages are noted by you on your delivery receipt. Follow the same procedure if the number of cartons received differs from what is shown on your packing list. All claims for in-transit damage and shortages must be filed with the carrier.  


Data Security
Our online orders are processed through a secure gateway. The secure gateway ensures that credit card information is encrypted, and therefore protected, while en route. To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have engaged appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.   


How We Use Information
We use the information you provide about yourself when placing an order only to complete that order. We do not share this information with outside parties except to the extent necessary to complete that order.   
 
We use the information you provide about someone else when placing an order only to ship the product and to confirm delivery. We do not share this information with outside parties except to the extent necessary to complete that order.
 
We use return email addresses to expedite orders and to answer the email we receive. We may use your email to send special offerings, coupons, or updates on our products and services. Your email address is used only by Dictation Warehouse and our marketing company for our use; your email will not be sold or distributed to others. These emails have a opt-out option link; if you no longer want to receive these notices, you may opt out of them. Additionally, you may request to not be on our mailing list at the time of order placement by putting a note in the comments box. If this is done, you will receive only information about the order and tracking information associated with it.
 
We use non-identifying and aggregate information to better design our website and to share with advertisers. For example, we may tell an advertiser that X number of individuals visited a certain area on our website, or that Y number of men and Z number of women filled out our registration form, but we would not disclose anything that could be used to identify those individuals.
 
Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt out or otherwise prohibit such unrelated uses.

 
Information We Collect
This notice applies to all information collected or submitted on this website. On some pages, you can order products, make requests, and register to receive materials. The types of personal information collected at these pages are:   
•Name
•Address
•Email address
•Phone Number
•Credit/Debit Card Information
 

Late Fees
We consider an invoice past due after the due date, but will accept a postal mark date code on or before the due date as the payment date. In the event of late or defaulted payment, a $7.00 per invoice administration fee will be added to the principal amount for every recurring invoice until the debt is paid in full. This fee covers our office expenses for processing additional invoices.  

On defaulted payments, an interest charge of 24% annually will be levied on outstanding balances due until payment is made in full. The amount of the interest charge that remains unpaid at the end of any thirty-day period after the required payment date, including amounts under ten dollars, shall be added to the principal amount of the debt and thereafter the interest charge shall accrue on the principal amount of the debt plus the added interest charge and administrative fees. Accounts with unpaid late charges can not place additional orders until the late charges are paid in full.

Further, the buyer in default shall reimburse and indemnify Voice Solutions of Ohio, LLC / dba Dictation Warehouse for any costs of collection incurred in collecting any past-due sums, including court fees, out-of-pocket expenses, and reasonable attorney fees.


Leasing
We offer lease options as a service to our customers through a second party leasing company. Purchases equaling $1,000.00 or more can be leased for 12-60 months terms depending on your credit history. Leasing may have tax benefits and free up cash.   Click here for a lease quote!


Order Status
We will notify you by email when your order is processed; this notification will provide the ship date, carrier and shipping tracking number, if available. You will also be notified if part of your order is backordered. 

 
Payment Options
We accept Credit/Debit/Purchase/Business cards from Visa, MasterCard, American Express, Discover, PayPal accounts and PayPal Credit. Business and personal checks by mail are also accepted, but orders are not shipped until checks clear the bank. Electronic payments by checking or savings account and credit cards through a invoice link is also available upon request for USA customers.  


Pricing
We post two prices at our online store; a Net Invoice price and a discounted Prepayment price.  Costs quoted are in United States Denominations (USD). Orders of foreign monies will be processed by the credit-card processing center at the current daily exchange rate. 

  
Privacy | Our Commitment To You 
Your privacy is important to us. To better protect your privacy, we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used. To make this notice easy to find, we make it available on our homepage and at every point where personally identifiable information may be requested.  


Purchase Orders/Open Invoices
Purchase orders and open invoices with Net 30-day terms are accepted for approved customers in the USA.  Net 30-day terms only;  we offer a 2% early-payment discount if paid within 15 days (2% 15, Net 30).  Please include an email address for accounts payable with your order, so we can send you an express copy of the invoice. You will then be able to take advantage of this early-payment discount.

Purchase orders are only accepted for customers that have a bill-to and ship-to address in the continental United States. If a credit card is not available, these customers may prepay an order in US funds. A invoice can be emailed if needed to generate payment.
 
The "Net Invoice Price" shown on our website store is for customers requesting Net Terms.


There is a $75.00 merchandise minimum on all purchase orders.  By issuing a purchase order or open invoice, you agree to the terms and conditions stated on this page.


Refused Delivery
Deliveries refused after shipment of the item(s) to the customer are subject the standard return-policy terms and conditions stated on this page.  

We reserve the right to deduct from the refund, invoice you, or charge your credit card to acquire the total shipment charges billed to us for the return of the refused-delivery order. This includes any and all actual costs occurred in the shipment, and the return of the items(s), including any charges from our shippers and/or fees levied by customs.


Return Policy
All returns require a RMA (Return Materials Authorization) number. Any item received without a RMA # will be marked "Refused Delivery" and the shipping driver will be informed to return the package to the sender. 
 
Goods may be replaced or exchanged at 100% merchandise value or a refund issued less a 20% restocking fee, within 15-days of invoice date.  Once assigned RMAs expire in 10-days after the date issued, so ship your items as quick as possible after receiving the RMA.

To qualify for an RMA number, all merchandise must be in new condition, including the original boxes, and with all hardware, packing material and instructions if the item originally had these. Because we only sell new products; missing or damaged items will be replaced at our cost with a minimum charge of $5.00. If the items needed to make the unit new exceed the units value the item may be returned to the customer canceling the return. 
 
The customer is responsible for the all the shipping charges when returning goods and any damaged/lost shipments caused by your carrier. We will not exchange/credit/refund damaged or lost items by the shipper. We suggest you purchase insurance for your item(s), and keep your tracking information to be safe.

On out-of-country returns, we require that any duty and or V.A.T. charges be prepaid by the sender. We are not responsible for these fees and will refuse to accept the shipment if these charges are not prepaid.

Software: No returns for credit will be issued for open software. Any defective products will be replaced with another copy of the same item.

eProduct downloads:  All sales are final on digital downloaded files, software and programs, sorry no refunds on these products.

Refunds are processed within 15-days after the item being returned is inspected. The refund will be processed in the same name that the item was purchased under. Credit will be applied directly to the credit card, PayPal account or a check will be issued for all other transactions.  You will receive a Credit Memo by email confirming the refund has processed after the credit is issued.

NOTE: All dealer and third party re-seller sales are final, no refunds or exchanges. This is the same policy we purchase under from our suppliers. All products are sold with a warranty, the end user can obtain warranty service as needed, this will require proof-of-purchase (copy of invoice) from the selling party. Warranty service can be obtained through any authorized service center for the product purchased. Length and terms of the warranty vary; please check your product information for details.


Service Repairs
Our service center services most analog-based (tape) and digital dictation and transcription equipment. A pre-paid bench fee is required to obtain a service work order. Service rates are dependent on the type of equipment you are requiring service on; all fees quoted are for labor only; parts and return shipping fees may also apply.
   
A estimate will be quoted before repairs are performed. When a repair is authorized, your pre-paid bench fee will be applied to the repair. If the repair estimate is rejected, the pre-paid bench fee will be forfeited and the product will be disposed of. If the customer wants the defective product returned, they will also be required to pay for return freight, insurance and handling.
All repaired equipment is warranted for a period of 30 days. The warranty applies to the specific repair performed.

We are only responsible for the unit and any accessories listed on the work order form; we are not responsible for lost or erased audio files or missing items not listed on the work order. In no event will Dictation Warehouse or its service centers be liable for any indirect, punitive, special, incidental or consequential damages.

Prepayment is required for the unit to be returned to you. If payment is not received or estimate approved within 30 days of notification, the product will be put up for sale to recoup expenses incurred.

Shipping
Our website gives you pull down options with various rates to choose from and are displayed on the checkout page.
Canadian orders ship at a flat rate of $21.00, buyer pays brokerage fees, duty or V.A.T. charges at delivery, if applicable.
Orders of $75.00 or more, free standard shipping to a USA address.  Valid on product purchases only; excludes repair services.
Other locations: Will be charged the displayed calculated rate available for your location, buyer pays brokerage fees, duty or V.A.T. charges at delivery, if applicable.

On USPS 1st class mail parcels, there is no insurance.  So once we ship the item and tracking shows it has been received by the post office our liability ends.  Lost or mis-delivered packages are the sold responsibility of the postal service.  If you want the ability to file for a lost package choose a different delivery option; all other methods include insurance.

On any order that has free shipping we reserve the right to select the shipping method of our choice.  The free shipments will always include insurance.

Out of country purchasers are responsible for any brokerage fees, duty or V.A.T. charges, if applicable.  If we are charged by our shipping carrier for corrections/additions to the ship-to address information which you provide, we reserve the right to charge your credit card for these additional fees without an additional approval. Examples of these fees are: company name, address number, suite or building number, zip code etc.. The exact detail will be noted on the credit-card electronic notification sent to your email address at the time the additional charge is processed.

Delivery times shown by us or by the shippers are estimates only; our shippers do not guarantee set arrival times unless you ship 2nd-Day Air or Next-Day Air in the continental United States (contiguous 48 states). The number of days until delivery is determined by counting from the day after the item is shipped. UPS considers Monday-Friday as normal delivery days. USPS (U.S. Mail) considers Monday-Saturday as normal delivery days. For orders received by 2:00pm (EST), we strive to ship the same day, Monday-Friday, excluding holidays.

You will be notified through email with a PDF invoice and tracking information once your order ships.
In the event a shipment needs to be reshipped, because of a lost package, wrong address, defective item, shortage on the order, etc, regardless of who's at fault, we reship the item(s) using the same shipping method as you originally paid for. You may upgrade to a faster service but the difference in cost will be at your expense.

Ship Time | Guaranteed 
We ship from several warehouse locations and make every effort to ship all orders the same day.   But some items are only stocked in a certain warehouses this limiting our availability to ship your item from a warehouse with a later shipper pick-up time.  Because of this we have set 2:00pm (Eastern Standard Time) as the last order time to guarantee shipment on order day. This includes any air service such as Next Day Air or 2nd Day Air.  

Shipping | Free 
Our website displays "Free Shipping" on some items.  This is valid on product purchases only and requires shipment to a USA addresses; excludes repair services.

Software & Downloads
DictationWarehouse.com provides, as a convenience, downloads of software and drivers for some of its products.  There are inherent dangers in the use of any software available for downloading on the Internet, and DictationWarehouse.com cautions you to make sure that you completely understand the potential risks before downloading any of the software. You are solely responsible for adequate protection and backup of the data and equipment used in connection with any of the software, and DictationWarehouse.com will not be liable for any damages that you may suffer in connection with using, modifying or distributing any of the software.

IN NO EVENT WILL DictationWarehouse.com BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES.

The software & driver products offered in this site are provided by parties other than DictationWarehouse.com. DictationWarehouse.com makes no representations regarding either the products or any information about the products. Any questions, complaints, or claims regarding the products must be directed to the appropriate manufacturer or vendor.

Special Orders
All special-order item sales are final; sorry, no returns are permitted. Any defective products will be repaired or replaced under the manufacturer's warranty. These are items that are no longer in great demand. 

Some items have to be manufactured or assembled on an as needed basis when the order is placed. 

Most of these special orders are drop shipped directly from the manufacturer's distribution center.  So allow extra time when placing these orders, first and second day air shipments from the order placement date can not be guaranteed on these orders.

  
Taxes (Includes sales tax & internet drop ship tax)
Orders shipped within Ohio are charged sales tax.  Other states are now starting to require us to collect a internet drop ship tax. This is basically a sales tax that a supplier with warehouse is charged each time a item is drop shipped to a customer in a state that is collecting this tax.  California is the first state to initiate this but we expect other states to follow.

If you see "Taxes" on your check out page you will be invoiced for them.  We can set you up as a tax exempt customer but will need a tax-exempt certificate from your state with a valid vendor or sellers permit number.  We can refund the taxes paid if you e-mail this tax-exempt certificate to our office prior to shipment.  Please put a note in the comments section that you are sending this so we can hold the order until this is received and approved.  Sorry after the item has shipped the tax is no longer refundable.

Check your states sales and use tax website for other states.

Warranties
All items are sold with the original manufacturer's warranty. Warranty service can be obtained through any authorized service center for the product purchased. Length and terms of the warranty vary; please check your product information for details.  
All products sold on this site have a minimum warranty of 30 days parts/labor, even if the manufacturer's warranty is less than 30 days.